Chief of Staff

Job DescriptionJob Description

Department: Office of the Executive Director

Reports To: Executive Director/CEO

Location: ABOG National Center; Hybrid Work environment with expectation for 60% in office. Meeting Travel Required (up to 10%) as needed.

FLSA Status: Exempt

Summary: The Chief of Staff (CoS) will provide overall oversight of the ED/CEO’s office and facilitate and drive timely implementation of the strategic direction of the organization. Working closely with the senior leadership team, they will ensure timely task completion and ensure that the ED/CEO is up to date on all organizational shifts and gaps. They will play a role in developing and ensuring an organizational culture that promotes effective and collaborative productivity. In addition, the CoS has the responsibility of managing Board of Directors activities and committees, building and maintaining productive relationships, and following governance protocols, including assuring document compliance.

Essential Duties and Responsibilities:

• Strategic management of the operational workflow for the Executive Director’s office:
  • Equip the ED/CEO to lead effectively in key internal executive meetings and events by coordinating the longer-range calendar with other senior leaders across the organization.
  • Provide consistency of presence of the ED office functions such that can act in the absence of the ED/CEO to maintain forward momentum.
  • Act as an active thought partner to the ED/CEO maintaining confidentiality and noting critical gaps and deficiencies in thinking, processes, and performance.
  • Coordinate with stakeholders, including the BOD, across all executive forums and meetings tracking outputs and deliverables.
  • Partner with senior leaders to coordinate in-person and virtual planning session agendas, logistics and preparation activities in support of all internal executive forums.
  • Partner with Administrative Assistant to the ED/CEO and other senior leaders support staff on agendas, logistics and materials to support strategic operations ensuring timely outputs; enforcing standards of the executive office: timeliness of pre-reads, expectation of pre-read content, coaching if messages are not clear in content.
  • Collaborate with CFO to collate and review periodic (monthly) financial reports comparing to budget and alerting ED/CEO in real time of variances.
  • Collaborate with the COO to drive continuous improvement of operational processes to drive a high-performance organization through development of repeatable processes and utilization of productivity tools (i.e. Teams, Monday.com, etc.).

• Drive and/or support strategic cross-functional programs
  • Lead or support strategic projects as requested.
  • Track action items from key reviews and follow-up with owners to ensure action items are addressed and resolved in a timely manner.
  • Efficiently and effectively engage and influence stakeholders at all levels across the organization to ensure success of these programs.
  • Contribute to continually improving how these programs can be managed/executed using current and innovative business processes.

• Board of Directors Governance
  • Gather necessary correspondence, budget proposals, and reports in preparation for meetings and travel (including drafting of presentation materials).
  • Coordinate with Director of Certification Standards and GME Affairs regarding items related to residency or fellowship training and certification standards.
  • Collate reports from external groups for the Executive Directors’ and BOD review.
  • Working with the COMA and Volunteer Specialist, coordinate nominations for, vet nominees for, and prepare presentation of at-large and public members of the BOD.
  • Be proactive in monitoring goal execution and timeline for deliverables from the BOD. Engage the Executive Director in frequent status reports, communicating progress, timelines, and other pertinent information clearly. Monitor and maintain ABOG master calendar of BOD, Exec Committee, and related meetings.
  • Monitor and update bylaws, policies, and procedures and compliance with American Board of Medical Specialties (ABMS) organizational standards.
  • Maintain records and minutes in compliance with audit requirements, including preparation and tracking of all Board related agendas, resolutions, and activities.
  • Manage annual requirements to disclose and manage possible dualities and conflicts of interest for directors.
  • Coordinate the onboarding and orientation of new BOD members.
  • Coordinate and maintain records for external grant requests and funding awards.
  • Oversee inputs or serve as administrator for board management platform (Boardvantage®), ensuring accurate document retention, maintaining program operations, and conducting training for designated ABOG staff.

• General Administration
  • Gather necessary correspondence, budget proposals, and reports in preparation for meetings and travel (including drafting of presentation materials).
  • Coordinate communication with the COMA for specialty societies, professional membership organizations, etc. to ensure regular communication regarding relevant updates about ABOG. Prepare presentations to affiliate organizations’ BOD.
  • Collate reports from external groups for the Executive Directors’ and BOD review.

• Executive Committee and Board of Directors Meeting Planning and Executions
  • Liaise with the COO and Meeting and Events Team to ensure all meeting logistics are met (site sourcing and selection, lodging, travel, registration, catering/meals, events, ground transportation, etc.).
  • Coordinate agenda creation with all necessary parties (senior leadership and BOD).
  • Communicate with executive staff and BOD to elicit progress updates, discussion points, and agenda items.
  • Coordinate notices to officers, Division Chairs, and Committees regarding deadlines for submission of reports for BOD and Executive Committee meetings, ensure appropriate follow-up.
  • Manage annual requirements to disclose and manage possible dualities and conflicts of interest for directors.
  • Create and maintain an up-to-date list of all BOD members, contact information, terms, and eligibility for officer positions to be filled.
  • Coordinate BOD and committee meeting materials creation and distribution.
  • Allocate appropriate staff resources for meetings (scribes, presenters, etc.).

• Administrative Support for Meetings
  • Serve as administrative coordinator and scribe (for minutes) at meetings including, but not limited to: BOD meetings, executive committee meetings, organizational special projects and assigned (job task analysis, strategic planning, etc.).
  • Review and distribute meeting minutes for the Executive Committee, BOD, and associated committee meetings.
  • Plan and develop long term calendar for BOD and Exec Committee meetings.

• Communications
  • Collaborate to communicate on behalf of the Executive Director and BOD to external groups on matters related to the BOD.
  • Coordinate dissemination of American Board of Medical Specialties (ABMS) and Accreditation Council for Graduate Medical Education (ACGME) digital communications to members of the BOD.
  • Collaborate with the Chief Communications Officer on implementation of overall communication strategy highlighting key milestones and current events that affect diplomates.
  • Coordinate with the Chief Communications Officer in the distribution of announcements, honors and awards of BOD members, including biographic summaries, of new BOD members.

• Skills and Qualifications
  • Demonstrable Proficiency: Candidates may be required to demonstrate proficiency in essential skills during the interview process.
  • Bachelor’s or master’s degree or equivalent experience.
  • Proven track record of project/program leadership including leading cross-functional initiatives that impact the organization.
  • At least three years’ experience in administration or working with a BOD.
  • Experience in Program Management, Staff Operations, Business Planning & Strategy.
  • High degree of flexibility and the ability to work within a fluid, constantly changing environment.
  • Strong analytical thinking, analysis, problem solving skills, process orientation, and business acumen skills.
  • Deep understanding of business fundamentals.
  • Ability to pull together external and internal Executive level presentations.
  • Highly developed collaboration, relationship building, and communication skills.
  • Experience in meeting planning and management.
  • Strong proficiency in Microsoft Office programs (such as Word, Excel, PowerPoint, SharePoint, Teams, Outlook, OneDrive, etc.), Adobe Programs, and Zoom.
  • Ability to anticipate and use intuition, judgement, business/organizational knowledge, motivational techniques, and individual leadership to meet organization’s needs.
  • Excellent interpersonal, written, and verbal communication skills.
  • Reliable, self-motivated, positive, focused, and proactive.
  • Sound judgement in decision making and exceptional boundaries related to confidential information.
  • Ability to identify creative solutions that address time, budget, and quality with demonstrated skill in negotiations.
  • Ability to create strong working relationships to effectively partner with a diverse group of physicians, executives, and external stakeholders and to collaborate with a diverse staff at all levels.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job in a typical office or administrative setting. The noise level in the work environment is usually low.

COMPENSATION: Salary commensurate with experience. Excellent benefits program including Health, Dental, Vision, Health Savings Account, employer-matching 401(k), Basic Life and AD&D insurance, and Long-Term Disability.

Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.Company DescriptionThe American Board of Obstetrics and Gynecology is an independent, nonprofit organization that certifies obstetricians and gynecologists and related subspecialists in the United States. The American Board of Obstetrics and Gynecology ensures that board certified physicians attain and continuously maintain the highest professional standards in obstetrics, gynecology, and women's health.

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